FEBRUARY 4 , 2014

Travel Procedures

• I N C LU D E V E N D O R # ’ S• H AV E F U N D S / B U D G E T C O D E AVA I L A B L E B E F O R E

S U B M I T T I N G• A LWAY S U S E F O R M O N A / P W E B S I T E• E N S U R E A L L I N F O R M AT I O N I S F I L L E D O U T

C O R R E C T LY B E F O R E S U B M I T T I N G T O A P P R O V E R• U T I L I Z E R E D T R I A N G L E S A N D P O P- U P F E AT U R E S

B U I LT I N T O T H E T R AV E L F O R M• H E L P F U L T O O L S

• Travel checklist • Travel reservation form• Assessing training and travel requests

Helpful Tips

• SELECT ONE OF THE FOLLOWING IN EACH SECTION:

• Advanced payment• Receiving record entered in advance

• Reimbursement• Receiving record entered after• After completion

• P-cards

Payment Methods

• FIND OUT WHAT ITEMS ARE NEEDED:• Registration• Hotel Reservation• Airfare• Reimbursements

• Mileage• Parking• Meals• Supplies• Other (Taxi, baggage fees, etc)

• Rental Vehicle

How do I get started?

• IS A PO TRULY ACCEPTED?• YES (Invoice)

• Payment due 30 days after event• Receiving record –after

• NO (Registration Form)• Tri-folded copy• Paper-clipped

Registration

• MAKING THE RESERVATIONS• Abide by limits

• General Funding• $170/night • $100/night per occupant if sharing

• Federal/Grant Funding• www.gsa.gov

• Find vendor in MUNIS• If not in MUNIS, need W-9 to be set up

• Reservation #• Taxes

• Exempt from state of Texas

Hotel

• MAKING THE RESERVATION(ADVANCE)• Use National Travel (800-814-3336)• Budget/Funds in place prior to making reservation• PO# required to lock in rate• Fee• Invoice sent to A/P from NTS

• REIMBURSEMENT• Directly through Airline

Airfare

• MILEAGE• Rate• Driving district vehicle• Gas receipts

• PARKING• Self-Service• Valet

Mileage/Parking

• M E A L S • Dates & Time of Travel• Non-overnight Travel• General fund

• Up to $36/day• Federal/Grant Funding

• Up to $7 Breakfast• Up to $12 Lunch• Up to $17 Dinner

• A D VA N C E D S T U D E N T M E A L S• O T H E R

• Taxi • Tolls • Baggage Fees • Convention Supplies

Meals & Other

• ENTERPRISE• 866-398-5080• Acct # TXS1018

• REQUISITIONS• By Bookkeeper

• TRAVEL FORM• Reimbursement

Rental Car

• P R O O F O F ATT E N D A N C E• Name Badge

• O R I G I N A L , I T E M I Z E D R E C E I P T S• Meals

• Multiple diners• Itemized vs. CC receipt

• Parking• Tolls• Ground Transportation

• M A P Q U E S T / G O O G L E M A P S• D E TA I L E D H O T E L F O L I O

Supporting Documentation

THANK YOU!

Questions?